We get it- doing payroll is not simple. In hopes of making your payroll process simple and more effective, we compiled a list of common payroll challenges.
- Under or Overpayments
Payroll mistakes don’t only impact the employee’s pay, but also any deductions and benefits that they might have. These mistakes can affect taxes, accruals, pensions, garnishments, and more. In order to avoid employee distress, payroll errors should be fixed as soon as possible. Consequences of missed deadlines and filing errors can result in penalties and fees.
The classification of an employee or worker can be difficult, as the process includes various types of classifications: part-time and full-time staff members, temporary staff, as well as seasonal and independent contractors. Tax authorities tend to take employee misclassifications seriously -- if an employee is misclassified, it can affect their entitlement to EI benefits and affect how the worker is treated under other legislation, such as the Canada Pension Plan and the Income Tax Act.
- Observing deadlines and important dates
One of the primary duties of the payroll department is meeting various important dates and deadlines. Be sure to mark your calendar(s) and enable reminders for important dates for tax remittances, tax filing, and other payment obligations to avoid penalties. If an employee has a temporary work visa, ensure that you mark your calendar with the expiry date too.
- Record Keeping
Keeping employee information up-to-date is not only important for contacting the employee, but for government reporting, such as T4’s and ROE. Invalid or duplicate Social Insurance Numbers (SIN) are common mistakes, so make sure to verify Social Insurance Numbers when you set-up a new employee. Some payroll programs will alert you or display a warning message if a SIN is invalid, temporary, or duplicate (already in use by another employee).
- Confidentiality and Privacy
In this era of technology, privacy and data protection concerns are higher than ever. It is imperative that payroll records are maintained and handled in confidentiality, all while being stored in a secure environment. Be sure not to disclose any personal employee information without securing the employee’s permission beforehand, unless the disclosure is for the purpose of complying with a court order or government mandate.
- Keeping Up-to-Date with employment law and legislation
Keeping up-to-date with employment laws, as well as legislative and regulatory changes can be a challenge for payroll professionals. If your company does not meet the standards of various acts and legislation, there may be serious repercussions. Understanding employment and tax law is necessary in order to accurately report your company’s operations. Incorrect filing or employee misclassifications can lead to fines, penalties, or even lawsuits. Ensuring that your compliance with the correct laws and regulations is essential for helping your business operate in a sound matter.
- Inadequate Backup
Whether you admit it or not, technology has done a superb job in automating many tasks. However, as you are aware, technology can fail. For this reason, it is essential for your company to have a reliable and accessible backup of your payroll data. Backups should be part of your disaster recovery plan. Alternatively, a type of backup is a payroll person. Having a payroll backup in the event that your regular payroll person is unavailable, is crucial to ensuring that your staff are paid and remittances are made.
Having crossed trained payroll people who understand payroll ensures that Payroll is always taken care of in a timely matter. For more information about payroll, take a look at our Payroll Services. We may have the payroll solution and services that you and your organization have been searching for!